Exams in the first semester of 2021-2022

On campus exams (update 11/1/22)

On campus exams will take place in the safest possible conditions.

Keep your distance

Keeping your distance is the norm, both inside the UGent buildings and outside, such as at the bicycle racks, in the parking lots, and on the way to the buildings.

Students coming to an exam wait outside the building where the exam room is located until it is time to go inside. In this way, we want to avoid noise in the hallways and at the doors of the exam rooms. The doors and windows of the exam rooms will be open to ventilate the rooms as well as possible. To wait at the exam room will disturb students who are still taking their exams.

Students who have finished the exam and leave the exam room do not wait in the hallway, but go outside immediately.

Keep at least 1,5 meters distance inside and outside and keep the face mask on.

Face masks

Students waiting outside the building prior to the start of the exam will wear their own face mask.

To maximize safety during first semester exams, students taking exams must wear an FFP2 face mask from the moment they enter the UGent buildings until the moment they leave the UGent buildings again. To this end, UGent staff will provide students with an FFP2 face mask upon entering the UGent buildings.

The FFP2 mask must also be worn while taking the exam.

This instruction video shows how to put on and wear a FFP2 mask correctly.

Students who, due to medical reasons, cannot wear an FFP2 face mask or feel too oppressive when wearing an FFP2 face mask, wear a surgical face mask.

The lecturers, examiners and invigilators also receive and wear an FFP2 face mask as soon as they enter the building to supervise an exam.

In this way, everyone is protected as good as possible and we limit the risk of contamination.

The list of locations where lecturers, examiners and invigilators can collect the FFP2 masks can be found here.

Ventilation of exam rooms

Proper ventilation of classrooms is an important factor in preventing contamination. Therefore, the exam rooms are ventilated before, during and after each exam.

Keep in mind that the exams take place during the winter and that it will be relatively cold in the classrooms. Therefore, be sure to bring an extra sweater, scarf and/or thick coat to the exam.

During the exam, supervisors will continually monitor the air quality in the exam rooms via CO2 measurements.

Washing hands

Hand gel stations have been installed at the entrances to Ghent University buildings. Disinfect your hands when entering and leaving a building.

Online exams

For students, all information about online exams is compiled here.

For lecturers, information on online oral assessments can be found in this education tip and information on online written assessments can be found in this education tip.

Students who have problems taking online evaluations/exams at home can contact the lecturer, who will then look for a suitable solution together with the faculty. 

It is likely that there will be more students than usual who, due to quarantine or isolation, cannot come on campus to take exams. For these students, the possibility of an online exam can be examined. Examiners are asked to consider ahead whether an online alternative to their on campus exam is possible.

COVID-19 infection, quarantine and isolation during exams

Students who tested positive for COVID-19 or are in quarantine or isolation are not allowed to come on campus to take exams. With regard to students who nevertheless come on campus, Ghent University may decide to initiate disciplinary proceedings in accordance with the Disciplinary Regulations for Students.

The testing and quarantine rules can be found at the page of the Belgian government: https://www.info-coronavirus.be/en/testing

If students are unable to take an exam during the quarantine or isolation period, they should (1) obtain a quarantine or absence certificate from their attending physician or (2) complete a declaration of honor (1 declaration per exam). Because of the exceptional COVID-19 situation, this declaration of honor also counts as a valid certificate of absence and thus replaces a medical certificate.

Students who tested positive for COVID-19 or are in quarantine or isolation do not apply for a special status. They follow the normal procedure provided for absences due to illness or force majeure.

An online exam during the quarantine or isolation period is possible if the lecturer and student agree. The date of this online exam and a possible modified evaluation method is determined by the examiner and cannot be deviated from. A written exam may therefore be replaced by, for example, an online oral exam; this is possible, but does not have to be scheduled on the same exam day.

If an online exam is not possible for one of those involved, the student is referred to the (on campus) catch-up exam.

Catch-up exams

Because of the exceptional situation in which exams are held in the first-term examination period, a special arrangement applies to catch-up exams.

  • For exams organized in the first three weeks of the first-term examination period (from 10/1/2022 through 29/1/2022), the catch-up exams take place within the first-term examination period or exceptionally during the inter-term recess (from 7/2/2022 through 12/2/2022).
  • For exams organized in the last week of the first-term examination period (from 31/1/2022 through 5/2/2022), the catch-up exam may take place within the first-term examination period, during the first week of the second-term educational activities (from 14/2/2022 through 19/2/2022), or exceptionally during the inter-term recess (from 7/2/2022 through 12/2/2022).

With this spread of catch-up exams, UGent wants to offer students who have tested positive for COVID-19 and/or spent time in quarantine or isolation the maximum opportunity to take the exams of the first semester.

The examiner or faculty will determine the time of the catch-up exam. An examiner cannot be obliged to organize more than one catch-up exam for the exams of the first-term examination period.

Vaccination during the exams

For vaccinations that fall during the exam period, the following guidelines have been developed.

If the day on which you can be vaccinated coincides with an exam day, you have two options as a student.

  1. You prioritize your exam and choose another date to get vaccinated. Your vaccination invitation with personal code remains valid for 30 days. Within that period you can confirm or reschedule your appointment. So you can choose the new date yourself, taking into account your exam schedule.
  2. You choose to be vaccinated at the time of your appointment. You notify the exam secretariat and the lecturer-in-charge as soon as possible, enclosing the vaccination invitation as proof and asking to be allowed to participate in the catch-up exam. Please note: the date of the catch-up exam and the possibly changed evaluation form is determined by the lecturer-in-charge and cannot be deviated from.

What if you feel sick after the vaccination and have an exam?

You may experience side effects after the vaccination. These side effects are usually mild and of short duration and will in principle not jeopardize your exam schedule. If you unexpectedly suffer from side effects that seriously impede your studies, you have the following options.

  1. Do you have an exam within three days after the vaccination and were you unable to prepare properly because of side effects? Notify the exam secretariat and the lecturer-in-charge in a timely manner (= at the latest on the day of the exam), enclosing your proof of vaccination as evidence and asking to be allowed to sit the exam. Please note: the date of the catch-up exam and the possible modified evaluation form is determined by the lecturer-in-charge and cannot be deviated from.
  2. If you have an exam later than three days after the vaccination, but are too sick to participate in the exam, you can ask to participate in the catch-up exam through the normal procedure and based on the necessary supporting documents. Submitting the vaccination certificate is not sufficient in this case; a doctor's certificate is required.

Absence of an examiner during the exam

It is important that exams can continue on the stipulated days and hours.

If an examiner is unable to conduct exams on the days and at the times specified in the exam schedule, a substitute examiner is appointed in accordance with Article 76 of the Education and Examination Code.

Because of the increased risk of examiners being absent due to COVID-19 infection, quarantine, isolation, or vaccination, it is recommended that examiners identify possible substitutes for their exam who can be called upon if necessary.

Examiners are also asked to identify, in addition to the regular invigilators for the exam, a number of reserve inviligators who can be called upon if necessary.

Support

Once again, we are faced with special circumstances. To students who are having a hard time, we say: don't just sit there with your questions, worries or problems. On the webpage Wellbeing at Ghent University you will find an overview of the help and guidance we offer.

Do you, as a lecturer, have questions about the examination regulations? Please do not hesitate to contact the Education Support Team via onderwijsondersteuning@UGent.be.